Authorizations & Roles
Author(s) |
Verification |
Approval |
João Saramago |
Madalena Freire |
Pascale Vauchez |
23-12-2016 |
30-12-2016 |
06-01-2017 |
Version Control
Version |
Date |
Description |
01 |
06-11-2016 |
New Document |
Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Reference Documents
3 Definitions
4 Responsibilities
5 Periodicity
6 BFC Actual 3 schedules
6.1 Schedule details
6.1.1 L6210 – Balance sheets items for equity companies
6.1.2 L6215 – P&L items for equity companies
6.1.3 L6605 – Borrowings by maturity
6.1.4 L6810 – Commitments and contingencies given
6.1.5 L6825 – Analysis of employee expenses
6.1.6 L6830 – Statutory auditor's fees and services
6.1.7 L6842 – Tangible assets held under leasing
6.1.8 L6864 – Analysis of Net Financial Indebtedness by Banks, Not-Consolidated Companies, Exchange Rates and Currencies
6.1.9 L6870 – Operating Leases
6.1.10 L6875 – Financial leases
6.1.11 L6880 – Overdues on receivables – Ageing balance
6.1.12 L7110 – Transactions with Related Parties
7 Appendix
The purpose of this document is to provide the guidelines to fill in BFC Actual3 package.
This operating procedure (OP) applies to all the companies under the scope of RtR Service Center.
(…).
SBS – Solvay Business Services
RtR – Record to Report
BFC – Consolidation tool
Actual 3 – Package inside BFC reporting tool, which aims to provide a deeper detail on items reported in previous BFC reporting packages (Actual 2)
CAM – Company Accounting Manager
GAR – Group Accounting and Reporting
PF1 – Solvay Legacy's SAP system
WP1 – Rhodia Legacy's SAP system
The BFC Actual 3 package has split responsibilities between RtR Service Center and the CAM of the company, depending on the schedules and headings to fill in. Detailed information on "who does what" is included in each schedule details inside this procedure.
BFC Actual 3 is required for September closure and December closure. The deadlines for the publishing of this package are communicated by GAR.
The following BFC schedules are reported under Actual 3:
L6210 - Balance sheets items for equity companies
L6215 - P&L items for equity companies
L6605 - Borrowings by maturity
L6810 - Commitments and contingencies given
L6825 - Analysis of employee expenses
L6830 - Statutory auditor's fees and services
L6842 - Tangible assets held under leasing
L6864 - Analysis of Net Financial Indebtedness by Banks, Not-Consolidated Companies, Exchange Rates and Currencies
L6870 - Operating leases
L6875 - Financial leases
L6880 - Overdues on receivables - Ageing balance
L7110 - Transactions with Related Parties
This schedule is under the responsibility of RtR Service Center Country teams, only impacting NAM/LAM companies under the scope of RtR.
For this schedule, we need to report balance sheet items that our companies have with companies that are consolidated under "Equity method".
This schedule is under the responsibility of RtR Service Center Country teams, only impacting NAM/LAM companies under the scope of RtR.
Similar to the previous schedule, we will need to report items that our companies have with companies that are consolidated under "Equity Method", but this time, for P/L items.
This schedule is under the responsibility of the CAM, for PF1 and WP1 systems.
In this schedule, the closing values of long term and short term borrowings are retrieved from Actual 2 package. It is then required to split the values according to their maturity (period where the borrowed money must be returned to the loaner).
The headings that need to be split by maturity are the following:
This schedule is under the responsibility of the CAM, for PF1 and WP1 systems.
In this schedule, the CAM needs to insert the values of guarantees, security interests and commitments given by the company for the acquisition of assets or other balance sheet items.
This schedule is under the responsibility of RtR Service Center Country teams, for PF1 and WP1 systems.
As the name implies, we need to insert in this schedule the values related with employee expenses of various natures, which can be found in multiple G/L accounts for each company.
To fill in the data, enter transaction GR55 and call up report Z4F1 (Balance Sheet)
Afterwards, select the closing period and the company that you are closing. Run the report
After executing the report, select the field "BFC – Personnel Cost" on the top left corner.
You can now fill in the headings inside schedule L6825. The values should be filled in with opposite signs (if positive in SAP, it should be negative in BFC and vice-versa).
In case a heading has no values, we should insert the amount as 0. If not, it will generate a blocking control.
This schedule is under responsibility of the CAM for both PF1 and WP1 systems
In this schedule, it should be reported the costs related with auditing, split by type of fees paid. These values should contain ONLY fees paid to Deloitte.
This schedule is under the responsibility of the CAM, for both PF1 and WP1 systems
In this schedule, it should be indicated which tangible assets of a certain company are currently being held under a leasing contract.
It should be noted that the schedule includes not only the gross value, but also the depreciation value of the asset held under leasing.
This schedule is under responsibility of RtR Service Center Country teams for PF1 system (can be verified by the CAM and adjusted if needed) and CAM for WP1 system
In this schedule, the values to be justified and split are being extracted from Actual 2, namely items held with third parties (partner S9999).
If there are values reported under headings L16100 or L16800, we should also specify the type
Finally, for this schedule, we will need to provide further details on these items, namely the currency and the interest rate applied to the heading (between fixed rate, variable rate or no rate).
The currency can be obtained by checking in SAP the corresponding accounts under each heading.
If it is unclear where to fill in the data when filling the details by rate, we can perform the following split:
-Long term headings should be classified as Fixed Rate
-Short term headings and the short term portion of a long term loan should be classified as Variable Rate
-Accruals should be classified as No Rate
As the information in this schedule is also reviewed by the CAM of the company, we can also contact the CAM to solve any doubts related with this schedule.
This schedule is under the responsibility of the CAM, for both PF1 and WP1 systems, with the exception of PF1 DE and PF1 UK Companies, which are under the responsibility of RtR Service Center DACH Team and IBUKIT team, respectively.
For the PF1 DE Companies, a dedicated procedure for the filling of this package is published under code SBS-FRM-DRTR-05-021
For the PF1 UK Companies, the task and the instructions on how to perform it can be found in the Schedule Z_R2R GB under task 
In this schedule, it is detailed if the company has operating leases (as a lessee or as a lessor), as well as commitments on future payments linked with leasing contracts due in the future. The level of detail is dictated by the IAS17 accounting norm.
This schedule is under the responsibility of the CAM for both PF1 and WP1 systems
The details required for this schedule are very similar to the previous schedule (if the company has financial leases as a lessee or as a lessor and any commitments on future payments linked to the leasing), but this time, it should be given the information for Financial leases.
Financial leases are different than operating leases, as the lessor is typically a financial entity, rather than a supplier; and the leased item can be bought by the lessee at the end of the leasing contract.
These are also managed by the IAS17 accounting norm.
This schedule has mixed responsibilities, depending on the headings to fill in:
-X04011 and X04061: CAM responsibility for both PF1 and WP1 systems
-X04051: RtR SC T-GL team responsibility for both PF1 and WP1 systems
In this schedule, we will need to report for the above 3 headings the split of the receivables by overdue items and how long they have been overdue.
The values initially calculated are derived from Actual 2 package. Below the list of headings that are reported under Actual 2 and their correspondence to the 3 headings inside this schedule.
X04051X04061X04011 
The information to be uploaded to heading X04051 is prepared with a BW workbook. To open it, go to the Start menu and select "Analysis for Microsoft Excel"
Select File – Analysis – Open Workbook – Open workbook from the SAP NetWeaver platform
When the system to connect is displayed, select WBP (Client 400)
After logging in, go to Folders – WCAP – Working Capital Solvay Group – 2 – Accounting / Legal BFC view and select the below workbook:
When the "Prompts" window appears, perform the following selections:
The calendar day should be the last day of the Quarter closing (example 30.09.2016 for Q3 2016 closing or 31.12.2016 for Q4 2016 closing).
After confirming the data entered, the system will automatically retrieve for all companies the values for each item and an upload file for BFC (found under sheet "L6880 Overd."), which can be uploaded directly to BFC (for explanations on how to upload the data to BFC, please refer to the procedure with code SBS-OP-DRTR-05-004)
When the upload is done, the blocking control related with heading X04051 should disappear.
A few additional remarks regarding the amounts to be filled in for this schedule (applies to all the headings):
-Values reported under flow E19 should have a counterpart posted in flow E18, with an amount greater than or equal to the amount of E19. This means that the difference between the 2 flows should never be below 0.
-For flows E21, E22, E23 and E27, we should have no values below 0. For the situations that we have values below 0 (due to credit notes, payments, corrections, etc.), we should adjust the negative amount by adding the corresponding value with counterpart of flow E01 (not overdue).
In some cases, the blocking control is not solved, even after the upload of the data, there might be a case where the headings reported in the balance sheet with impact on this schedule are different from SAP and BW.
To check this, we can use the BW query BW_QRY_MVFIWC01_0006 (can be found by selecting "Area" view and the following path: Solvay –> Financials Management and Controlling -> Financial accounting -> Working Capital -> Working Capital Virtual Layer ->FIWC: MultiSystems)
The fields to be filled should be filled as below (only differences being the Calendar day and the Company Code to be analyzed)
For the remaining headings, the CAM has to fill in the data using the same logic as X04051 – split by impaired / not impaired value and the value that is not impaired should be split between "Not Overdue" and specific dates when it is considered as overdue.
When the query is executed, the column "FC Pack vs BW" will give you the amount of the difference between BW and SAP. You can, after this analysis, sent a request to the CAM asking if the item can be corrected. Usually the correction is done against flow E18 (GV Impaired)
This schedule has mixed responsibilities. The split between RtR Service Center and CAM is done below:
-PF1 system:
-WP1 system:
All headings beginning with "X50" inside this schedule need to be filled in with open items that the reporting company has open with "Associated companies" and "Non-consolidated companies" (these companies are companies that use consolidation method 20 – Not Consolidated, 50 – ME – Equity Method, 60 – Not Equity Method, or 70 – Interests 10%-20%).
For every transaction that your company has with another company (Revenues, Purchase of Goods and Services, Accounts Receivables, Accounts Payables, or Financial Loans) with one of these consolidation methods, you will need to report it in this schedule.
For heading X5010 – For WP1, the information is filled in by the CAM. As for PF1 companies, it is under the responsibility of the RtR Service Center T-GL team to provide the figures to the country teams to report.
In order to provide the figures, an excel file has been created with the BW query needed to perform the extraction. This file can be found under code SBS-FRM-DRTR-05-120
The file needs to have "Analysis for Microsoft Excel" working in order to be able to refresh the data in the BW query. Detailed instructions on how to operate and extract the needed information can be found inside the Excel file.
For heading X5020 – Data filled in by CAM. Detail of goods and services purchased for "Associated" companies and "Non-consolidated" companies.
For heading X5040 – Run transaction FBL5N and select the variant SBS_X5040 (same variant in both systems). This will insert in the Dynamic Selections, all the companies that belong to the previously indicated Consolidation Methods. Warning: the variant contains all the companies for the system in the "Company Code" field. If needed, only insert the companies that you are responsible.
After the report is executed, insert the field "Trading Partner"
With this field, you will now be able to fill in the data by trading partner in BFC, by clicking on the "+" sign
When prompted, insert the trading partner company.
After clicking "OK", you will now be able to fill in the amounts related to that company.
For heading X5060 – Run transaction FBL1N and select the variant SBS_X5060 (same variant in both systems). This will insert in the Dynamic Selections, all the companies that belong to the previously indicated Consolidation Methods. Warning: the variant contains all the companies for the system. If needed, only insert the companies that you are responsible.
After the report is executed, insert the field "Trading Partner".
To fill in the data in BFC, follow the same steps as found for heading X5040.
For heading X5070 – Data filled in by CAM. Detail of financial loans to "Associated" companies and "Non-consolidated" companies
For heading XCQ200T – Data filled in by CAM. If the company has any transactions with "Other related parties" with an amount of 100k€, the field should contain "1". If not, it should contain "0".
SBS-FRM-DRTR-05-021 – procedure for DE Operating leases
SBS-FRM-DRTR-05-120 – procedure used for the filling of schedule L7110, heading X05010
End of document